Booking · rooms, desks, parking

Meeting room booking software: a free room shows from the corridor

On the door, on the floor plan and in the calendar.

The E-CLICK booking module shows each room’s status at its door, the day’s bookings in the corridor and availability on the building plan. Microsoft and Google calendars remain the reference: the booking follows them.

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Booking · rooms, desks, parking

Find a free room
without walking the whole floor.

Time lost looking for a room never shows up in a budget. It shows up in meetings that start late.

Booking display fixed to the glass door of a meeting room, showing the room as available

Occupancy shows on the door, on the plan and in the calendar

The hard part is not booking: it is knowing what is free, right now.

The module shows occupancy where the question comes up: outside the room, at the entrance to the floor or the building, and in everyone’s calendar.

Meeting rooms, shared desks and parking spaces are booked the same way.

  • ✓Microsoft or Google sync : the booking follows the existing calendar
  • ✓A touch screen outside every room : status at a glance, booking on the spot
  • ✓2D building mapping : availability is shown on a floor plan
  • ✓Validation code to secure time slots
  • ✓Incident reporting : breakdown, damage, cleanliness
  • ✓Individual desks and parking spaces : flexible working in the same module

Room and space booking

A free room
shows from the corridor.

Managing room, desk and parking bookings simply is part of the employee experience at work.

Touch screen at the entrance to a meeting room showing its status and the day's scheduleThe room’s status, at its doorA touch screen outside every room shows current occupancy and when the room becomes free. No more opening the door to check whether the meeting has started.

  • ✓Booking possible from the screen itself
  • ✓Or an e-paper display, refreshed remotely, with no cable

Corridor screen showing every room on the floor with its availability and a Book buttonBookings, in real timeThe list of bookings for a building or a floor appears on the corridor screens: everyone can see what is free, and when.

  • ✓Scheduling from a computer or mobile
  • ✓Outlook and Google Calendar sync built in

E-paper display at a meeting room door, showing the room as available and the day's bookingsAn unconfirmed room is releasedA validation code entered on the spot confirms the meeting; without it, the slot goes back into the shared pool. Set a grace period of 5 to 10 minutes: if nobody confirms they are there, the room is released.

  • ✓Automatic release and reminders
  • ✓Rights by user profile

Rooms, flexible desks and parking spaces are booked in the same place: this is the module that makes the remaining square metres usable.One single module

Understanding

Why switch to room booking software?

What is room booking software?

Meeting and conference room booking software is a SaaS service that centralises the scheduling of time slots and checking availability. It replaces spreadsheets and email chains, lets every employee see in real time which spaces are free, syncs with the company’s calendars and removes double bookings. It suits large and small organisations alike.

  • ✓Centralised SaaS: online, nothing to install
  • ✓Calendar sync: Outlook and Google Calendar
  • ✓Automatic release: room freed if unused

Corridor wall screen showing a meeting room's weekly calendar, between two glass-walled rooms

The module as it appears

One booking,
visible on every screen.

The views below are untouched screenshots of the platform: what your employees see outside the room, at the entrance to the floor and in the corridor.

E-MANAGER door screen: Garrigue room available until 14:30, Book button and the day's scheduleOutside the roomThe status in large type, when the room becomes free, the day’s schedule and booking in one tap. The Incidents button reports a breakdown or missing equipment.
View of every room on the corridor screen: floor, availability and Book buttonAt the entrance to the floorEvery room with its floor and status: available, soon occupied or occupied. Booking is done from the screen.
Booking schedule on the corridor screen: the day's meetings, start, end and statusIn the corridorThe day’s meetings, room by room, with their start, end and status. The counter shows what is under way and what is coming up.
A room's calendar hour by hour, with the current event and the next oneThe room calendarThe day hour by hour, the current event, the next one and booking types, in day, week or month view.

2D mapping

The building plan,
as an availability board.

A visitor or a new employee does not know the room names: they know the floor. The plan shows them what is free, where they are.

The building on a plan, availability on top

Import the plan of each floor and draw the bookable rooms, desks and areas: their status appears on the plan. Automatic detection finds the rooms, and the screen link publishes the view on the lobby screen.

  • ✓One plan per floor, organised by building
  • ✓Automatic detection of the rooms on the plan
  • ✓Screen link : the plan shown at the entrance to the floor
  • ✓Schedule view one click from the plan

2D building plan in E-MANAGER, with the bookable rooms drawn on the plan

Integrations

Connected to your calendars:
Outlook, Google Calendar and Teams.

Booking software only gets adopted if it talks to your teams’ calendars. So booking happens where they already work, and shows up everywhere else.

Employee at his desk checking a meeting room calendar in E-MANAGER on his monitor

Your employees stay in their calendar

The E-CLICK booking module syncs with Microsoft Outlook and Google Calendar: your employees keep working in the calendar they know, and the booked room follows the meeting all the way into Microsoft Teams. Every request sends an automatic invitation to participants; cancellations are reflected in real time, in calendars and on the door screen.

  • ✓Microsoft Outlook : work and personal accounts, via Microsoft 365 or Exchange
  • ✓Google Calendar : connection through the API, both ways
  • ✓Microsoft Teams : the meeting and its room in the Teams calendar
  • ✓A QR code on confirmation to add the slot to your personal calendar
  • ✓Recurrences weekly and monthly, built in
Microsoft Outlook logoMicrosoft OutlookWork and personal accounts, via Microsoft 365 or Exchange. The booked slot appears straight in the employee’s calendar.Two-way sync
Google Calendar logoGoogle CalendarThe connection runs through the Google Calendar API: what is created on one side appears on the other, with no double entry.Two-way API
Microsoft Teams logoMicrosoft TeamsThe Teams calendar is the Microsoft 365 calendar: the meeting and its room appear there, alongside the rest of the day.Synced calendar
EMITY logo, E-MANAGER platformE-MANAGER by EMITYThe dashboard that connects your rooms, door screens and calendars in one interface, however many sites you have.Central hub
Illustration: a room booking sends the invitation to participantsAutomatic invitationsParticipants receive the invitation as soon as the slot is confirmed.
Illustration: a cancelled slot disappears from the calendar and the door screenReal-time cancellationsA cancelled slot disappears straight away from calendars and the door screen.
Illustration: a recurring meeting created once in the calendarBuilt-in recurrencesWeekly or monthly meeting: the series is created in one go.
Illustration: the same booking on a computer, a smartphone and a door screenMultichannel accessWeb, mobile or door screen: the same information everywhere.

Comparison

Which booking method should your team choose?

There are several ways to book a space. This table compares the five most common methods against six operational criteria.

Which booking method should you choose?

5 approaches compared against 6 operational criteria

Method Booking
time		 Conflict
risk		 Real-time
sync		 Mobile
24h/24		 Calendar
integration		 Automatic
release
Email / Excel 5 - 15 min High ✕ ✕ ✕ ✕
Teams / Slack 2 - 5 min Moderate ~ ✓ ~ ✕
Outlook / Google only 1 - 3 min Low ✓ ✓ ✓ ✕
Touch screen only < 1 min Low ~ ~ ~ ~
EMITY · booking module < 1 min Very low ✓ ✓ ✓ ✓
✓ Yes / built in ~ Partial / depending on set-up ✕ Not available

How it works

How does room booking software work?

Booking with the E-CLICK booking module follows a simple end-to-end flow. The timeline below shows the five steps, from the request to the room being released.

Employee entering a meeting room, smartphone in hand, beside the door screen showing the room as available

From request to released room: the process in 5 steps

A complete cycle, from request to released room

1

Step 1

Identifying the need

The employee needs a room: a project meeting, an interview, a short training session. They check availability from their mobile app, their computer or directly on the door screen.

From any device
Illustration: an employee looks for a room from a smartphone, a computer or the door screen
2

Step 2

Checking availability in real time

The module shows every available room with its equipment (capacity, video, video conferencing). No duplicate listings, no possible conflict: sync with Microsoft Outlook and Google Calendar is instant.

Outlook / Google Calendar sync
Illustration: the list of available rooms with their equipment, synced with calendars
3

Step 3

Booking confirmed in one click

The employee picks the slot, selects the participants and confirms. The booking is saved at the same time in the employee's calendar and in the room management system.

In a few clicks
Illustration: a slot confirmed in one click with its participants
4

Step 4

Digital signage on the door screen

The screen outside the room shows in real time: room occupied, next booking, time remaining. No more sticky notes or last-minute conflicts on site.

Multiple locations, digital signage
Illustration: the door screen shows the room status and the time remaining
5

Step 5

Automatic release if the room is unused

Nobody turned up? The module releases the room automatically after the configured delay. The space is immediately available again for another employee. Ghost bookings are a thing of the past.

No no-shows, no blocked rooms
Illustration: an unused room becomes available again after the configured delay

Automatic release returns booked but unused slots to the shared pool: that is what puts an end to ghost bookings.

Journey · company, head office, office site

A day
in your offices.

From the car park to the common area, every step has its screen, and they are all managed from the same account.

Driver at a car park barrier, smartphone in hand with his reserved space1 · In the car parkThe space is already in their nameBooking · The visitor books a space just as they would book a room. At the barrier, the screen confirms it: no more driving round the building looking for a space.
Colour e-paper sign at a room door, showing the room as occupied4 · Outside the roomOccupancy at a glanceBooking · A screen at the door, the same features as on the platform. A code secures the slot, an alert reports a broken projector.

Calculator

Calculate your return on investment

Calculate the ROI of meeting room booking software

Estimate your annual savings in a few seconds

Your situation

10 100 500
2 8 30
1 4 10
20 € 50 € 120 €
Time lost / year (manual management)
-
non-productive admin hours
Annual cost of no-shows and conflicts
-
rooms blocked with nobody in them
Potential savings with EMITY
-
in year one (excluding subscription)

Estimate based on 2024 sector benchmarks. Results are indicative.

Get a personalised estimate

Tablet on a desk showing the cover of the EMITY booking brochure

Download our brochure

Find the features, compatibility and references of the E-CLICK booking module in one document, to share with your team.

FAQ

Your questions about room booking

Look at calendar integrations (Microsoft Outlook, Google Calendar), whether there is a door screen and whether a free trial is available. Check data security and the level of support.

It removes double bookings and ghost bookings, improves productivity and reveals the real occupancy rate of your spaces through precise analysis.

The employee checks availability in real time through the app or their calendar, then books in a few clicks. If the room stays empty beyond the configured delay, the slot is released automatically.

Prioritise calendar sync, automatic release of unused spaces and multichannel access (web, mobile, door screen). Occupancy analytics and rules that can be set per room are also essential.

The connection runs through the Google Calendar API: every slot appears automatically in the employee’s calendar and vice versa. The Microsoft Outlook integration works the same way via Microsoft 365 or Exchange.

The E-CLICK booking module is quoted individually, based on the number of screens and rooms, with a 3-month free trial.

Ready to put an end to ghost bookings?

More than 1,000 customer accounts already use EMITY to manage their rooms smoothly. Book a demo or start your trial straight away.

✓ No commitment ✓ Support included ✓ Built into Outlook and Google Calendar